Documentation Retention of Statements/Receipts

  1. Run Discoverer report FYGDET003 - Transaction Detail, worksheet by Fiscal Period - no Budget. If, for example, you want to determine if there are any receipts that you need to keep from fiscal year 2008 for all of your department's purchasing cards, enter the following:
    • Fiscal year: 08
    • Beginning posting period: 01
    • Ending posting period: 14
    • Department code: 22600 (enter your department code)
    • Rule class: ZLAN
    • Transaction Description: use this field if you want to run the report for a specific pcard by entering the last 4 digits of the card number, following by a %. e.g. 1234%
    • Click Go
  2. On the left side of the screen, click Export under Actions.
  3. Choose Microsoft Excel from the drop-down list
  4. Click Export on the right side of the screen
  5. Click Click to view or save on the left side of the screen
  6. Click Open
  7. Click anywhere in the spreadsheet on line 3 or lower and in the Home tab, towards the right, in the Sort & Filter drop-down, choose Filter. This creates drop-down lists for each column.
  8. In the drop-down list for the Project End Date column (D), choose Date Filters > After. . . Enter a date 3 months and 3 years before today. Example: If this is October 2012, choose 7/1/2009. This gives you a list of transactions (card numbers (see description) and month (see transactions date or fiscal period)) for which you need to keep old receipts.